Minutes
Brampton Library Board
Tuesday, November 28, 2017
7:00pm – 9:00pm
Four Corners Branch
2 nd Floor Room
BOARD: J. Massey-Singh (Chair) K. Hay (Vice-Chair)
J. Awde P. Waters
K. Ladak R. Bunn
M. Ben
REGRETS: D. Whillans M. Palleschi
C. Phung
STAFF: R. Raven, Chief Executive Officer
J. Simone, Director Business Management & Operations
J. Baty, Director Innovation & Technology
J. Andrews-Jotham, Director Customer Engagement & Partnerships
G. DePrisco, Manager Human Resources
M. Kwok, Executive Assistant to CEO
L. Sensicle, Branch Manager, Cyril Clark
L. Lipson, Branch Manager, MPV & SF
K. Alatsas, Manager, Children & Youth Services
K. Doktor, CUPE Representative & Librarian Adult & Diversity Services
STAFF REGRETS: R. Jones, Director Neighbourhood Services
1. Call to Order: 7:05pm
2. Approval of Agenda :
* Additions to Agenda:
* 6c) Peel Trustee Update
* 8f) Signing Authority Update
* 8g) Budget Update - Presentation to Council
Approval of the appended agenda moved by M. Ben
Seconded by K. Hay
CARRIED
3. Declarations of conflict of interest
* None
4. Adoption of Minutes from October 24, 2017
* Received
Moved by K. Ladak
Seconded by J. Awde
CARRIED
5. Recap of Policy Review and Next Steps
* Board members commented that this meeting was very productive
* Final policies with recommended revisions will be provided for approval at the December
meeting
6. Items Arising from Minutes
a. SOLS Trustee Meeting Summary
* R. Bunn attended the meeting and advised that the meeting highlighted legacy plans
for a new board
* R. Raven advised that this topic will be addressed at the OLA SuperConference
Trustee Bootcamp in January 2018
* the next SOLS meeting will be held in April in Niagara-on-the-Lake
b. Details for December Holiday meeting
* Received
* consideration was requested for donating to the Food Drive available in the lobby of
the Ski Chalet
c. Peel Trustees Meeting
* Board members are interested in looking for dates in 2018
* Mississauga Public Library and Caledon Public Boards meet the third Monday of the
month
* Board members agreed that this is an opportunity for Board members and CEO’s to
get together to present successes, challenges and networking - share ideas and best
practices
* M. Kwok to connect with Mississauga and Caledon and provide proposed dates at the
December meeting
7. Consent Agenda
a. Report of the Chief Executive Officer
* Received
b. Functional Plan for the City Library
* Received
8. New Business
a. Q3 Financial Update
* Received
* Rent variance - rent relief of $750,000 for Chinguacousy provided by City of Brampton
* Balance Sheet - Chinguacousy negative balance offset by rent relief
* J. Simone advised that Finance will be making modifications to financial reports in
2018 to include more forecasting and forward planning
Moved by K. Ladak
Seconded by J. Awde
CARRIED
b. Internal Audit Update
* Received
* K. Ladak recommended investigating the legal and treasury services in partnership
with the City
* R. Raven advised that there is a meeting scheduled with the City of Brampton audit
team on Dec 4 to follow-up on the following board member questions:
* What authority does the City of Brampton have to conduct an internal audit*
* What are Brampton Library’s rights and obligations regarding audit options and
segregation
c. Springdale Update and Photos
* informed by the City of Brampton Project Manager today that there will be a further
delay
* the Springdale project will be completed $1M under budget
* Received
d. CEO Performance Review Committee
* The following Board members will comprise the CEO review committee
* J. Massey-Singh, M. Ben, K. Hay, K. Ladak
* G. De Prisco will supply support documentation and establish dates for meetings in
January
e. OLA 2018 SuperConference - OLBA Annual Meeting & Breakfast
* The Board Chair encouraged board members to attend seminars on Friday and stay
for the Trustee Bootcamp on Saturday
* Board members are to advise M. Kwok if they are attending by December 18
¦ J. Massey-Singh, M. Ben
* The seminars will provide insight for board members to consider for potential members
for the next board
* follow-up to OLBA discussions and presentations will be added to the February
agenda for discussion
f. Signing Authority Updates
* Schedule A
Moved by R. Bunn
Seconded by K. Ladak
CARRIED
* Schedule B
Moved by R. Bunn
Seconded by M. Benn
CARRIED
g. Budget Update - Presentation to Council
* J. Massey-Singh advised that the Library budget was very well received by Council
members and that there were no unanticipated questions
* Councillors see the value of the Library’s programs and resources in each of the wards
* R. Raven advised that a meeting is scheduled to be set-up with the university team and
the Head Librarian at Ryerson in the new year
9. Discussion Items
a. Urban Metrics Presentation and Discussion
* Received
Move to Executive Session: 8:03
Motion to move to Executive Session moved by M. Ben
Seconded by K. Ladak
CARRIED
10. Executive Session (formerly In-Camera)
a. Subject matter pertaining to advice that is subject to Solicitor-client privilege, including
communications necessary for that purpose
11. Adjournment: 8:25
Motion to adjourn moved by R. Bunn
Seconded by M. Ben
CARRIED
12. Upcoming Meetings:
Meetings are held at Four Corners Branch in the 2 nd Floor Boardroom unless otherwise specified
below:
Tuesday, December 12, 2017 - Chinguacousy Ski Chalet - 2nd Floor Lounge
Tuesday, January 23, 2018 - Springdale Branch (proposed)
February 27, 2018
March 27, 2018